2009 BM Corporation 1

Just Archiving Email?

Get the inside story on how to get more from
your archiving investment
Greg Young
Program Manager, Content Collection & Archiving
2009 BM Corporation 2
Agenda
Remember when archiving was easy
Return On Investment (ROI)
How it works
But wait, there's more
Next Steps
2009 BM Corporation 3
nformation Chaos
Information
ExpIosion and SiIos
Volume - Formats - Locations
Retention and
Disposition PoIicies
Not Enforced
Increasing CriticaIity of
Producing Trustworthy
Information
Increased Burden on
Business Users Who
AIready "Opt Out"
Un-managed and
d|sorgan|zed
Un-traceab|e
Un-|ndexed
Numerous cop|es
Un-|ocatab|e
Hu|t|p|e s||os
Ema||, documents, |mages
. paper too
0estroyed too soon .
kept forever
|ncreas|ng ||t|gat|on r|sks
and costs
Un-|ocatab|e
|nformat|on
not re-usab|e
Not comp|ete, authent|c or
adm|ss|b|e
|nformat|on |eakage
Not trustworthy
Loss of context
o Control. High Operational Costs. High nformation Risk. o Visibility.
2009 BM Corporation 4
t's o Longer Good Enough to Just Archive
Archive e-mail and
content for storage
space
management
Manage e-mail and
content for legal
obligations
Connect e-mail and
disconnected content
to other managed
content
Manage e-mail and
content as part of a
business process
To reduce
operationaI
probIems
introduced by the
growing size of e-
maiI and other
content sources
To compIy with new
eDiscovery
requirements and
produce authentic
and trustworthy
records when
required
To controI, protect
and Ieverage e-maiI
and casuaIIy
created content
To optimize
business processes
invoIving e-maiI and
other content
IT
Storage / Mail
LOB
Legal / Records
IT
ECM
LOB
2009 BM Corporation 5
CEO
CFO
Finance
(High RO)
CFO
Finance
(High RO)
VP Finance
(COSO / Risk)0
VP Finance
(COSO / Risk)0
Director
(SOX, Basel , etc)
Director
(SOX, Basel , etc)
CO
T
(Support Biz Growth)
CO
T
(Support Biz Growth)
VP T
(CobiT . Add Value)
VP T
(CobiT . Add Value)
Director T
(Storage)
Director T
(Storage)
Director T
(Messaging)
Director T
(Messaging)
COO
Operations
(Support LOB Strategy)
COO
Operations
(Support LOB Strategy)
VP LOB
(LOB Business Results)
VP LOB
(LOB Business Results)
Director LOB
(Support Processes)
Director LOB
(Support Processes)
Director LOB
(Support Processes)
Director LOB
(Support Processes)
VP LOB
(LOB Business Results)
VP LOB
(LOB Business Results)
Director LOB
(Support Processes)
Director LOB
(Support Processes)
Director LOB
(Support Processes)
Director LOB
(Support Processes)
CLO
Legal
(Protect Enterprise)
CLO
Legal
(Protect Enterprise)
General Counsel
(Litigation Strategy
& Support)
General Counsel
(Litigation Strategy
& Support)
Litigation Support
(eDiscovery
& Contracts)
Litigation Support
(eDiscovery
& Contracts)
Records Mgt
(Holds, Retention, Physical)
Records Mgt
(Holds, Retention, Physical)
Director T
(ECM Services)
Director T
(ECM Services)
Director
(ERP)
Director
(ERP)
Different Stakeholders Making
Siloed Decisions Today .
E-ma|| Arch|v|ng & 8torage e0|scovery Records Hanagement 8harePo|nt Users | Adm|n L0 Process 0wners 6 Leve| R|sk |ssue 8AP Users | Adm|n
Should Be A Strategic Decision
2009 BM Corporation 6
Stop just archiving.
Start using your information.
Stop just archiving.
Start using your information.
More than e-mail
onitor, identify, and collect virtuaIIy aII content types from
aII Iocations incIuding casuaIIy created content and existing
"archive" siIo systems
More than archiving
Enhance by tasking, fiItering, transforming, extracting meta
data, customizing and more, incIuding muItipIe
cIassification options
More than an isolated solution
Manage content as part of EC pIatform (not a siIo) and
information infrastructure to unIock vaIue whiIe Ieveraging
existing investments
More than e-mail
onitor, identify, and collect virtuaIIy aII content types from
aII Iocations incIuding casuaIIy created content and existing
"archive" siIo systems
More than archiving
Enhance by tasking, fiItering, transforming, extracting meta
data, customizing and more, incIuding muItipIe
cIassification options
More than an isolated solution
Manage content as part of EC pIatform (not a siIo) and
information infrastructure to unIock vaIue whiIe Ieveraging
existing investments
1 1
2 2
3 3
2009 BM Corporation 7
Agenda
Remember when archiving was easy
Return On Investment (ROI)
How it works
But wait, there's more
Next Steps
2009 BM Corporation 8
The Reality of Today's Economy
ROI / TCO
How to take costs out of current operations: improve performance,
reduce storage costs, decommission applications
How to manage structured, unstructured, physical information with a
unified approach
How to take advantage of green technology initiatives
Risk itigation
How to proactively manage electronically stored information to
mitigate legal risk
Content Re-use
How to leverage investments across the enterprise and avoid putting
information into a disconnected silo
2009 BM Corporation 9
Analysts Agree That nformation Collection & Archiving Can Drive
Significant Cost Savings
"Organizations depIoy message archiving software to kiII muItipIe birds
with one stone and achieve:
Storage cost savings. Given the huge volume of email and instant message
communications, many organizations find it easy to make the business case
for message archiving on storage cost savings alone.
Lower-cost eDiscovery."
(1)
"The demand for content archiving continues to expand, as enterprises struggIe to keep
pace with the growth of unstructured content and strive to provide a more cost-
effective way to manage it."
(2)
". a Iarge enterprise facing chaIIenges with an SAP instance recentIy
caIcuIated that it had achieved more than a 7 terabyte reduction in tier-
one storage over the previous year, and that it had improved backup
processes by 30% through impIementing an SAP archiving soIution."
(3)
2009 BM Corporation 10
Everything Has a Lifecycle
Information anagement
Electronic
Paper
Electronic to Paper and vise versa
How you manage the IifecycIe determines cost savings
Created
Used
Stored
Retained
Searched
There are key points in the IifecycIe which provide the best ROI
2009 BM Corporation 11
requency of
Access and Use
Time
Born DigitaI
Over 90% of information is
born digital . and the rest
should become digital
Expiration
Roughly 95% has a
retention policy . very little
should be kept forever

of enterpr|se |nformat|on
|s unstructured
ey Points in the Lifecycle to mprove RO
ControI Growth,
remove dupIicate
data - reduce
storage costs by
50%-80%
Automate
decisions, cIean
up Iegacy data -
save up to 17
cents per
document
Optimize eDiscovery
decisions to reduce
costs by up to 80%
Enforce records
retention to reduce
eDiscovery and
storage costs by
50-80%
2009 BM Corporation 12
Compliant nformation Management (CM) Enables Major
Opportunities for Cost Reduction in the Lifecycle
2009 BM Corporation 13
Customer Experiences
"In the 18 months since the cIient impIemented the
CommonStore for Lotus Domino soIution, it has saved more
than 110,000 in storage costs."
"Reduced SAP database space usage by 10 percent.
PipeIife aIso expects its euro conversion wiII take Iess
time."
"The dissemination of Engineering change information to
worIdwide Iocations was cut from 15-30 days to 1 day"
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14
Government Accountability Office (GAO) Report:
Survey of 4 federal agencies revealed non-
compliance with ARA regulations, specifically
with respect to email
"Factors contributing to noncompliance included
insufficient training and oversight as well as the
difficulties of managing large volumes of e-
mail.*
Training 1.2 million of users:
Logistical impossibility, given the scale
of the organization
Poorly aligned to users' skills and
inefficient use of their time
"As a records manager with a 25-year background in federal
and civilian records management, believe the automatic
categorization of information is the next logical evolution in
managing the records of an organization.
-- Records Manager involved in pilot
Utilize BM Classification Module in BM's email
archiving and records management solution to
automate record categorization without burdening
users
U.S. Army
ChaIIenge
SoIution
Business Benefits
85% automation after Phase 1
99% automation after Phase 2
Each phase tested on approximately
600,000 email messages (different corpus
each phase)
RO Projections:
900 TB of disk savings, annually
$1.8 M in hardware savings alone,
independent of human costs and
consistency of classification
Very high satisfaction with each pass when
reviewed manually by a Records Manager
for accuracy
2009 BM Corporation 15
15
Quickly adapt to industry and government
regulations
Reduce cost and risk of responding to legal
discovery requests for email and files
Reduce, consolidate and share information to
produce better customer outcomes
Flexibility to quickly scale and expand to meet
future business needs
"BM's approach is simple and straight forward. We now have
a solution model that meets our immediate business needs for
archiving, retention and compliance and provides a lower cost,
lower risk method to expand and integrate key capabilities to
meet our future plans.
ECM and Collaboration Lead Architect
BM Content Collector to ingest and dedup
Microsoft Exchange and File System content
BM eDiscovery Manager to search, cull, and
export case-relevant content for eDiscovery
Future growth options for seamless integration of
BM Classification Module to determine which
content has business value and Records Manager
for proper retention/disposition of corporate records
BM ECM platform for consolidating, sharing and
activating information
,rge He,9.,re Provider
ChaIIenge
SoIution
Business Benefits
Automated workflows aligned to business
needs
Archived content is accessible from other
applications resulting in better business
outcomes and eliminating silo'd information
mproved control over content prior to it
being archived
Consistent rules and policies across
multiple content types
Over 400,000 daily e-mails and
attachments are archived and indexed for
rapid search and retrieval
2009 BM Corporation 16
Agenda
Remember when archiving was easy
Return On Investment (ROI)
How it works
But wait, there's more
Next Steps
2009 BM Corporation 17
ECM Compliance & Discovery Strategy
On-Ramps to Compliant nformation Management
Content Collection & Archiving
Advanced Classification
Records Management & Federation
eDiscovery Search & Analytics
BM Compliance Warehouse is
the End-to-End Solution with
Hardware and Services
Leverage Strategic Partners to Extend the VaIue or
eet Industry and GeopoIiticaI Specific Needs
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22
33
44
11
22
33
44
2009 BM Corporation 18
IB EC
Records
anagement
EIectronic
Discovery
Advanced
CIassification
Content
CoIIection
1
3
2
4
Enterprise Compliance Vision
Integrated AgiIe EC PIatform for CompIiant Information
anagement
2009 BM Corporation 19
Source Connectors
1 1 2 2 3 3
PoIicy &
Task Routing
Engine
Task Connectors
BM ATVE
Fileet P8
CM8
Fileet mage Services
Series/etApp
5tim
CM
%ivoli Storage Manager
CUSTOM / OTHER
Microsoft File System
IBM Content Integrator
CMIS
Target Connectors
MESSAGG / E-MAL
Microsoft Exchange
Lotus Domino
Series/etApp
PST content
nstant Messaging (3rd party)
ovell Grou5ise
SF content
FLE SYSTEMS
Microsoft File System
Desktops
ther File Systems
OTHER
Microsoft SharePoint
IBM Content Integrator
CMIS
%ivoli Storage Manager
Backu5 %a5es
CUSTOM
AP Support
TERAL TASS
Copy / Move / Delete / Stub
De-Duplication
Rules-Based Classification
EXTERAL TASS
Records Declaration
Advanced Classification
Rendering (3rd party)
CUSTOM TASS
AP Support / Partner Apps
Encryption
System Lookups
3rd Party Rules / Policy Mgt
Available now
Future o5tions
BM Content Collection and Archiving Architecture
oduIar and ExtensibIe . Powered By New Task Routing
2009 BM Corporation 20
2009 BM Corporation 21
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Outlook and Content Collector ntegration
2009 BM Corporation 23
Advanced Classification
Blast away barriers to ado5tion, accelerate de5loyment, and manage information consistently
and 5roactively for com5liance by re5lacing manual decisions with automated classification
and eliminating rules setu5 and maintenance
Leverages eroCi. technology to reduce com5liance risk with consistent, automated
retention / classification and drives down costs by as much as 17x while ensuring 100%
user 5artici5ation and increased accuracy
IB CIassification oduIe
Sophisticated context-based classification
Adapts automatically to learn your organization's
policies and proposes new taxonomies
ntegrated with Content Collector, Records
Manager and Fileet P8
Provides suggestions for semi-automated
"assisted classification
Flexible automation with
confidence-based thresholds
Learns from feedback to
ada5t ra5idly to change
2009 BM Corporation 24
Records Management & Federation
BM Fileet Records Manager
SimpIified records administration interface to manage aII
aspects of the eIectronic and physicaI records IifecycIe
Advanced file plan, classification and metadata management
Complex lifecycle event and records process management
including intelligent retention and disposition management
Patent-pending dynamic legal hold capability
Best practice process templates pre-integrated with RM lifecycle
Physical records support with real-time records process tracking
DoD 5015.2 v3 certified offering
Records Federation Services
Support for aII IB EC repositories
Support for non-IB repositories
DOEA and oReq certification in process via partners
ew federation and advanced classification ca5abilities take records and retention
management to the next level
Leverage eroCi. and 5rocess driven lifecycle management to deliver significant RI and
records 5rocess o5timization . cornerstone com5onent of the o Pa5er eight initiative
IBM Records Manager (engine) available for zS,
CM8 or embedded a55lications
2009 BM Corporation 25
eDiscovery Search & Analytics
Efficient Litigation Response EnabIed by Proactive anagement
Increase agility, im5rove defensibility and lower cost of eiscovery res5onse with targeted
integrated tools to collect, hold, manage, assess and intelligently cull collected electronic
information regardless of originating source
IB eDiscovery anager
Tool for authorized T users to help respond
to discovery requests from legal
Create and manage cases; search, assign,
hold, preview, and export collected content
Built on and integrated with ECM platform
with full auditability for chain-of-custody
IB eDiscovery AnaIyzer
Early case assessment and smart culling for legal
professionals and litigation support specialists
Smart refinement of case collections to help
dramatically reduce eDiscovery costs
Advanced conceptual search and content
analytics for rapid case insight
2009 BM Corporation 26
2009 BM Corporation 27
Agenda
Remember when archiving was easy
Return On Investment (ROI)
How it works
But wait, there's more
Next Steps
2009 BM Corporation 28
Expanded Storage Options with Series Data OTAP
What
BM Series / etApp: A very popular storage option for pooling storage
resources by creating virtualized storage volumes
Why
Easier method to manage your data, not your hardware
How
BM Content Collector for Files now supports BM 3700 etwork Attached
Storage that uses Data OTAP v7.1.1.1
CC for Files crawls the CFS/TFS file system configuration and can apply
post-processing options such as changing file security, marking files as
processed, and replacing files with shortcuts.
Series / etA55 ata %AP
Collect from Store to
Series / etA55 ata %AP
2009 BM Corporation 29
Tivoli CDP for Files- On-Demand Collection From Desktops /
Laptops
What
Collecting desktop / laptop content
Why
eDiscovery file collection on demand from identified custodian
machines
How
CDP pushes content to TFS share for CC to ingest
2009 BM Corporation 30
Content Collection is Enhanced with Content Federation
anage In PIace
Remote PoIicy Override
IB & Non-IB EC
Repositories
Reports, Images, etc
Content ederation
0n|y |H has
proven ab|||ty to
offer both
approaches
iIe Systems,
SharePoint, Desktop,
E-maiI Archives,
essaging Systems .
Content CoIIection
Content Collection . coIIecting,
enhancing and managing aII types
of content, regardIess of creation
type and storage Iocation
Generally for content sources that
are not scalable, lack security,
proper controls or do not support
lockdown
Content Federation . managing e-
maiI and content in pIace through
federated controI and remote poIicy
management
For content sources that are well
suited for federated control .
typically ECM repositories
Both approaches may be required
for environments with muItipIe
content sources and types
2009 BM Corporation 31
anage In PIace
Remote PoIicy Override
IB & Non-IB EC
Repositories
Reports, Images, etc
Content ederation
iIe Systems,
SharePoint, Desktop,
E-maiI Archives,
essaging Systems .
Content CoIIection
Content Collection is Extended with Paper Capture, Data and
Application Archiving
Optim
Oracle eBusiness
PeopleSoft
JD Edwards
Siebel
Amdocs
Custom / Legacy
Structured Data
Archive
Database
XL
XL
XL
Compressed
Archives
Extract
Restore
Production
Database
iIeNet Capture
iIeNet Capture ProfessionaI
iIeNet Capture ADR
SAP
Archiving
CommonStore for SAP
iIeNet ACSAP
AppIication
& Data Archiving
Paper
Conversion
2009 BM Corporation 32
#e #e
++
2009 BM Corporation 33
IB Content CoIIection and
Archiving is part of a
comprehensive pIatform
approach for CompIiant
Information anagement
ntegrated Platform
Enterpr|ses need cons|stent content management
approaches to contend w|th the exp|os|ve vo|ume
and d|vers|ty of content. work|ng w|th E6H
|nfrastructures and ecosystems he|ps avo|d
techno|ogy s||o chaos."
- "7he lmpact of Convergence 0n Content Management, Archiving, And
Retention Policies", Forrester Research, lnc., 0ctober 15, 2008
IB Content CoIIection and
Archiving:
More than e-mail
More than archiving
More than an isolated solution
One EC-based pIatform to
CoIIect, Enhance and anage
Visit the IB Content CoIIection
and Archiving website
C8
P8

2009 BM Corporation 34
BM is the Leader for All of Your Archiving eeds
Growth anagement
Control growth, reduce storage costs
Support retention compliance and litigation readiness
Enable application / content retirement
mprove performance
Streamline upgrades
Purpose BuiIt SoIutions
Structured (Oracle, PeopleSoft, JD Edwards . . .)
Unstructrued (email, files, SharePoint . . .)
Leverage Information for Smarter Business
Outcomes
Activate your information vs. storing in a disconnected
silo
SharePoint
Production
Apps
Email
Reports
Files
mages
Paper
Rich Media
Unified
Archiving
2009 BM Corporation 35
Agenda
Remember when archiving was easy
Return On Investment (ROI)
How it works
But wait, there's more
Next Steps
2009 BM Corporation 36
Think Big Start Small Scale Fast
Choose an On Ramp
eMail Archiving
Business Partner
BM Lab Services
IB Business SoIution
Assessment
Assessment specific to your
environment
Written assessment of RO
analysis
2009 BM Corporation 37
How To Find Out How Much You Could Be Saving
IB Business SoIution Assessment
Assesses your business requirements,
environment and costs
Deliverable includes a written RO analysis
QuickIook cost anaIysis avaiIabIe for
nformation Collection and Archiving
Records Management
o Paper Weight
Contact Your BM Specialist and ask about a CM workshop
2009 BM Corporation 38
Paper Archiving
(Conversion)
Data & AppIication
Archiving
SAP Archiving
Content CoIIection &
Archiving
CIassification
Records Retention &
anagement
LeveI 0
Chaotic
LeveI 1
Reactive
LeveI 2
Proactive
LeveI 3
Integrated
LeveI 4
Optimized
CIh haturIty hodeI
eDiscovery Search &
AnaIytics
Storage Strategies
C
I
h

0
I
s
c
I
p
I
I
n
e
s
ExampIe: CI Roadmap Workshop
Assess current state Determine future state
Identify required
capabiIities and initiatives
DeveIop roadmaps
Enterprise Business Initiatives
2009 BM Corporation 39
Questions